BSA Online Application System Nationwide Rollout Pete Minderman NCAC Cub Membership Chair (volunteer) to National Capital Area Council April 3, 2017 Rev. 09 May 2017

Concept Long Term Goal – 1 platform for all membership processing. This version: Major rollout nationally of new system piloted last year by 22 councils. Big step forward, but incomplete to date Should be valuable to Packs and Crews/Ships/Varsity Teams

Optional for Many Paper applications still accepted. Most don’t need to scramble. BUT 33% of all Traditional Units already accepting online applications (BeAScout ”apply” turned on)  Unit may get application and not know about it. They’ll have to learn it (preferred), or turn-off online applications. NCAC Incentive: Waiver of $1 insurance fee for Online Applications

BeAScout.org Mostly searchable map for prospective families to find units But it controls the On/Off switch of the Online Registration System

Example BeAScout Map Pin (Good)

Access On/Off Switch – via BeAScout In accounts of registered Unit Key3: Cubmaster Committee Chair COR ACCESS control authority updates at rechartering BUT pin settings do not

BeAScout Updating – Automatic vs. Manual AUTOMATIC update when Recharter processed Who has control = registered Unit Key 3 NOT updated at Rechartering – the pin settings If new systems OFF, email distribution controlled by BeAScout. If new systems ON, email distribution controlled by Organizational Security Manager Can Easily have case in which Leaders with access are NOT the leaders getting the emails

Detailed View of On Switch - BeAScout Set Unit Pin Mode to “Unit” = Unit Leaders get the emails – not just Council Both should be Active for New System to Work If Apply status “Active” (New systems on), Alternate Contacts here are meaningless. Still need to have Primary Contact Control by Organizational Security Manager

Parts of My.Scouting.org of Interest: (Access varies by Registered Position) Menu  My Dashboard  My Profile To see what position(s) you’re officially registered in. If it’s not right for what you want to do, you have to update.  Typically Paper Application via Unit to District Executive Legacy Web Tools  BeAScout To turn new systems On/Off To change who gets email notices To change map pin display and actions Organization Security Manager For Key3 to assign access to other REGISTERED (in the Unit) adult leaders ex. to give Unit Membership Chair access to Application Manager

Parts of My.Scouting.org of Interest (con’t): Organization Manager  Settings To set unit-global choices for Application System, i.e. Allow Credit Card (directly to BSA)? Allow Adult Applications? If yes, require Committee Chair’s approval for adult applications (optional here) Chartered Org. Rep’s approval (or not) is always required. Send Email explanation about your Unit’s Dues? Amount? Your email template Send Welcome email (after acceptance of application) Invitation Manager Collect, manage, and track prospects and responses Send Digital Application Digital Application (not a pull-down menu item) EACH UNIT HAS OWN UNIQUE APPLICATION

Parts of My.Scouting.org – Applications: Digital Application Unit Specific Accessible via: BeAScout map pin QR code (unit specific) URL link (unit specific), ex. to put on your unit’s website Application Manager Track applications Use to implement your decisions: ”Accept” application Return for more information Print Application Print Invoice Reassign (pass to another unit)

Use for - Youth & Adults Mainly: Or: BUT NOT for: New to BSA Registration Payment due Traditional Scouting Or: Multiple (ex. Join a Venturing Crew while also a Boy Scout) BUT NOT for: Transfers (ex. Webelos to Boy Scouts) Lions Explorers or Learning for Life Rechartering

New Tool #1 – Invitation Manager Enter prospect leads or Prospect may request app. (via BeAScout) Send unit-specific application link Works with mobile Track responses

To Find your Unit’s URL and QR Code – in Invitation Manager

Unit Personnel – Invitation Manager via their My.Scouting accounts Write/ Read access: Unit leader (Cubmaster, Scoutmaster, etc.) Committee Chair COR Institutional Head Unit Membership Chair (BSA registered, then assigned position in My.Scouting by Committee Chair) Read access: Registration Support Committee Member (BSA registered, then assigned position in My.Scouting by Committee Chair)

Invitation Manager - PROBLEMS NOT sending emails to Unit & District Leaders when a prospect comes in. Work-around = Login to My.Scouting. Go to Invitation Manager. All the leads are there. This is where you’d take actions anyway (ideally). Some reports (not all) that prospect is NOT getting application when sent by Unit Leader from Invitation Manager Inconsistent reports – may or may not be real to you. Work-around = Get your Unit’s URL from Invitation Manager Email prospect DIRECTLY – include your unit’s URL

New Tool #2 – Digital Application Unit-specific data filled out by system Unit can send 3 ways: BeAScout map pin QR code (unit specific) Link (unit specific), ex. on unit’s website Parent completes – can do mobilely Payment can be DIRECTLY to BSA (CC) (registration, optionally Boys Life) or for LDS, invoice registration to LDS

New Tool #3 – Application Manager Youth app. may be approved by ONE: Unit leader (Cubmaster, Scoutmaster, etc.) Committee Chair COR Adult app. may be approved by: COR only (Unit may set-up to require Committee Chair to recommend first, but only COR may approve.) No payments to/from Unit

Unit Personnel – Application Manager Write (Approve or not) / Read access: COR – Adults & Youth Committee Chair – Youth & option to recommend (or not) Adults Unit Leader – Youth Read access: Unit Membership Chair Registration Support Committee Member

Differences from Paper System: Far fewer left-blank fields on applications Depth of status knowledge much wider Exchanges between people much faster Time limits: Invitation Manager – 60 days to send invite Application Manager – 30 days to approve or not Unit doesn’t have to handle BSA registration or Boys Life payments (on joining) Unit collect Unit-specific payment separately.

Adult Applications & Youth Protection RECOMMENDED: COR withholds approval until get confirmation of YPT completion. But new system won’t check YPT. Unclear what will happen when it gets to BSA if not completed. Per BSA regs, have 30 days to complete YPT after application approved.

Not Accepting Application: “Reassign”  sends up to district to reassign to another unit. Give reason why. “Do Not Accept”  Recommend to Council NOT to accept application to ANY Scouting unit Council will contact unit why.

District Action Decision: Specifically who will Reassign applications to other units? Options: District professionals District Membership Chair District Chair District Commissioner

Training: Unit Guidebook 2017 http://www.scouting.org/filestore/pdf/Online_Reg_UnitGuidebook.pdf FAQs http://www.scouting.org/filestore/pdf/OnlineRegistrationFAQs.pdf Training videos on YouTube: How to Use Application Manager on My.Scouting https://www.youtube.com/watch?v=FXpB9XEucsk&feature=youtu.be How to Review an Application https://www.youtube.com/watch?v=BmPyc_nGh5Q How to Process a Youth Application https://www.youtube.com/watch?v=7rYuLswbPnE How to Process Adult Application https://www.youtube.com/watch?v=3s_7O9WuTqE

BeAScout References: By default, only access by Unit Key3 They can add other registered adults How to use & customize Unit BeAScout: http://www.scouting.org/filestore/membership/ppt/beascoutsettingunitpin.ppt

Applicability to Types of Units: Venturing, Varsity – can use for most Cub Scouts similar -- just not Lions Boy Scouts – not Webelos cross-overs Explorers – coming this fall

Unit Money Decision – Traditional Cash or Check only option  Similar to paper process now Unit collects money, then submits to NCAC with applicant’s voucher Unit can accept credit card payments - as you do/don’t now. Everyone still recharters, and unit would collect & pay those fees for all.

Unit Money Decision – New Way? “Credit Card” here means direct payment to BSA If Unit picks “Credit Card ONLY”:  Unit no longer handles BSA registration fee & Boys Life subscription for NEW members until charter year-end Everyone still recharters, and unit would collect & pay those fees for all.

Next Steps: Units Registered Unit Key3 leaders got direct emails from BSA System went online to Units – April 4. Registered Unit Key3 leaders have the major roles Beneficial to update unit’s BeAScout map info Beneficial to have a Unit Membership Chair Can learn how to use system – online training videos & guide. OR Attend Roundtable or Program Launch training. Decide whether or not to opt-in

Recommendations to Packs & Crews New systems probably very beneficial: Invitation Manager should work for all cases Application Manager should work for many. If applicable, register incoming Cubmaster and Committee Chair at end of school year – don’t wait until recharter. Recruit at least 1 new Scout or adult – so that can learn system before fall mad-rush Consider allowing payment of BSA registration (and Boys Life) for NEW members directly to BSA (credit card option). Unit still has to collect its own unit dues payment, but streamlines transaction with council and BSA Payment to BSA at rechartering will not change – payment by unit

Recommendations to Explorers & Troops Explorers – system upgrade expected this fall for Exploring use Troops – limited use until 2018 release? Invitation Manager might be helpful for multi-user tracking on contacts Application system – does not do Transfers (ex. Webelos-to-Boy Scouts) Can only use for new-to-Boy Scouts

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